How to Use Meetings in LaunchBay

Meetings in LaunchBay let you schedule, run, and follow up on client calls without leaving your project. This article walks through how to set up a meeting, build an agenda, log what happened, and automate next steps.

Creating a Meeting

1. Open a project and click the Meetings tab.
2. Click + Add meeting.
3. Fill in the following:
   • Title: name of the meeting (e.g. Kickoff Call, Weekly Check-in)
   • Date: the date of the meeting
   • Start time: times are set in your account timezone
   • Duration: select from the dropdown
   • Attendees :add team members and clients from the project
   • Call-in information -- paste a Zoom, Google Meet, or other video link
4. Click Save meeting.

Once saved, the meeting appears in both the list view and the calendar view on the Meetings tab.

Building an Agenda

Agenda items can be added when creating or editing a meeting. Each item has three fields:

• Type: choose from Prerequisite, Discuss, Decide, or Ask
• Item name: describe what needs to happen or be covered
• Owner: assign the item to a team member or client

Attaching Tasks to Agenda Items

Any agenda item can be linked to an existing task in the project. Click the attach icon on the agenda item row and select a task from the list.

This is especially useful for prerequisites. If you attach a task to a prerequisite item and set the task due date before the meeting, LaunchBay will follow up with the assigned person automatically ahead of the call.

Sharing the Agenda with Clients

Toggle Share in portal on to make the agenda visible to clients in their portal. Clients will see each item's type and name before the call.

Logging a Transcript and Summary

After a meeting, open it and scroll to the Transcript and Summary sections.

Transcript

Paste your call transcript into the Transcript field. To have LaunchBay summarize it automatically, toggle on Summarize with AI.

When enabled, LaunchBay will:

• Identify topics covered
• Pull out action items by attendee
• Generate a next steps list with one-click Create task options

Creating Tasks from Next Steps

If you use AI summarization, a Next Steps section will appear below the transcript with action items grouped by attendee. To convert an item into a task, click Create task next to it. To remove an item without creating a task, click Remove.

Internal Notes

The Internal Notes field is never shared with clients. Use it for context, observations, or team-only follow-up items.

How to Set Up Automations for Meetings

Each meeting can trigger an action in the project when it reaches a certain status.

1. Open the meeting and scroll to the Workflow section.
2. Set the Event (e.g. when this meeting is Completed).
3. Set the Action -- choose from:
   • Activate stage -- moves the project to a new stage
   • Activate task -- activates a specific task in the project
   • Add project tag -- applies a tag to the project

Example: Set a workflow on your Kickoff Call so that when it's marked complete, your Implementation stage activates automatically.

What Clients See in the Portal

From their portal, clients can:

• View the Meetings tab with a list and calendar view of all meetings
• See meeting status (upcoming or completed)
• View agenda items and summaries you've toggled on to share
• See call-in information for upcoming meetings

Clients never see internal notes or transcript content unless you explicitly toggle those on to share.

Connecting Meetings to Other Tools via Zapier

Two Zapier actions are available for Meetings.

• Schedule Meeting: Automatically creates an upcoming meeting in LaunchBay from a trigger in another tool - for example, a new Calendly booking or a HubSpot deal stage change. View setup guide.
• Save Meeting Recap: Logs a transcript or summary as a completed meeting record in LaunchBay from a tool like Fathom, Otter.ai, Gong, Avoma, or Sybill. View setup guide.